Zapier Integration Guide

Connect AIVO to 5,000+ apps using webhooks and Zapier

Overview

AIVO sends real-time webhook events whenever something happens in your account -- calls, appointments, contacts, messages, and more. By connecting these webhooks to Zapier, you can automatically trigger actions in thousands of other apps without writing any code.

How it works

AIVO event occurs (e.g., call completed) → Webhook fires to Zapier → Zapier runs your configured action (e.g., add row to Google Sheets)

How to Connect Zapier

Create a Zap in Zapier

Go to zapier.com and click "Create Zap" or "Make a Zap".

Choose "Webhooks by Zapier" as your trigger

In the trigger step, search for "Webhooks by Zapier" and select it. This is a built-in Zapier app that listens for incoming HTTP requests.

Select "Catch Hook"

Choose "Catch Hook" as the trigger event. This creates a unique URL that will receive AIVO webhook payloads.

Copy the webhook URL from Zapier

Zapier will generate a unique webhook URL like https://hooks.zapier.com/hooks/catch/12345/abcdef/. Copy this URL.

Add the webhook endpoint in AIVO

In your AIVO dashboard, go to Settings > Webhooks and click "Add Endpoint". Paste the Zapier URL and select which events you want to send.

Test the connection

Click "Send Test" in AIVO to fire a test event to Zapier. Go back to Zapier and click "Test trigger" to confirm the data came through.

Configure your action and turn on the Zap

Choose what happens when the webhook fires -- add a row to a spreadsheet, send a Slack message, create a CRM contact, etc. Map the fields from the AIVO payload to the action fields, then turn on your Zap.

Available Webhook Events

These are the events AIVO can send to your Zapier webhook. Select the ones relevant to your automation when adding the endpoint.

call.completedFired when a call ends normally. Includes caller number, duration, transcript, and AI summary.

call.missedFired when a call is not answered. Includes caller number and timestamp.

call.recording.savedFired when a call recording is ready. Includes the recording URL.

appointment.createdFired when a new appointment is booked. Includes customer name, date, time, and notes.

appointment.updatedFired when an appointment is rescheduled or its status changes.

appointment.cancelledFired when an appointment is cancelled.

contact.createdFired when a new contact is added (from a call, form, or manual entry).

message.receivedFired when an inbound SMS/MMS message arrives.

message.sentFired when an outbound message is sent.

Popular Zapier Recipes

Here are some of the most popular automations AIVO users build with Zapier. Each recipe takes just a few minutes to set up.

Log every call to Google Sheets

Automatically add a row to your spreadsheet for every completed call, including duration, caller info, and AI summary.

TriggerAIVO Webhook (call.completed)

ActionGoogle Sheets (Append Row)

Slack notification on missed calls

Get an instant Slack message when you miss a call, so your team can follow up quickly.

TriggerAIVO Webhook (call.missed)

ActionSlack (Send Message)

Create CRM contact from new callers

Automatically create a new contact in HubSpot whenever AIVO detects a new caller.

TriggerAIVO Webhook (contact.created)

ActionHubSpot (Create Contact)

Email summary after each call

Send yourself or your team an email with the call transcript and AI-generated summary.

TriggerAIVO Webhook (call.completed)

ActionGmail (Send Email)

Add appointment to Google Calendar

When a customer books an appointment through AIVO, it appears on your Google Calendar automatically.

TriggerAIVO Webhook (appointment.created)

ActionGoogle Calendar (Create Event)

Track leads in Airtable

Build a lead tracking database in Airtable that populates itself from new AIVO contacts.

TriggerAIVO Webhook (contact.created)

ActionAirtable (Create Record)

Example Webhook Payload

Here is an example of what AIVO sends to your webhook URL when a call completes. Use this to map fields in Zapier.

{
  "event": "call.completed",
  "timestamp": "2026-03-30T14:30:00Z",
  "business_id": "biz_abc123",
  "data": {
    "call_id": "call_xyz789",
    "caller_number": "+15551234567",
    "direction": "inbound",
    "duration_seconds": 185,
    "status": "completed",
    "summary": "Caller asked about pricing for the premium plan...",
    "transcript": "AI: Hello, how can I help you today? ..."
  }
}

Tips and Best Practices

Start with one Zap and test it thoroughly before building more. Make sure the data mapping is correct.
Use Zapier's built-in filters to only trigger on specific conditions (e.g., only missed calls during business hours).
AIVO retries failed webhook deliveries up to 3 times with exponential backoff. Check your webhook event logs if something seems off.
For high-volume setups, consider using Zapier's "Paths" feature to handle different event types in a single Zap.
See the full Webhooks Documentation for payload formats, signature verification, and all available event types.

Ready to automate?

Set up your first webhook endpoint, then head to Zapier to build your automation.

Configure Webhooks Open Zapier